PortaPottyBossPro Blog — Billing & Rental Invoices

Site Addresses on Every Line: Making Multi-Site Porta Potty Bills Easy to Check

A bill that says "$4,280" is a question. A bill where every charge says which site it came from is an answer. For customers with porta potties at more than one location, the site address on each line is the difference between a quick approval and a week of back-and-forth.

Who Has Multiple Sites

One Monthly Statement for Contractor Porta Potty Accounts, Every Site Included explains the monthly statement itself. This article is about the detail that makes that statement easy to check: the site on every line.

More customers have multiple sites than you might think. General contractors have job sites. Home builders have subdivisions and lots. Property managers have buildings. Event companies have venues. Municipalities have parks. Farms have fields. Every one of them has to figure out which charges belong to which place, and most of them have to report it to someone else.

One Client, Many Sites

The first step is setting up the account correctly. In PortaPottyBossPro one client can have many job sites, each with its own address, site contacts and gate or access notes. The client is who pays. The sites are where the units sit. Do not create a new client for every job site — that splits the account and its billing apart. Keep one client and add the sites under it.

If you are moving from a spreadsheet and your list has the same contractor entered six times, clean that up during import. A CSV import of your existing customer list gets you most of the way, and merging duplicates up front saves you from sending one customer six statements.

The Site Address on the Line

When an account is billed monthly, every line on the statement is labeled with the site address. A weekly service at the Maple Street job says Maple Street. An extra pump-out at the Oak Ridge subdivision says Oak Ridge. The contractor's bookkeeper can sort the statement by site and hand each section to the right project manager without calling you.

Using Site Names Customers Recognize

Addresses are precise but not always familiar. A project manager may know a job as "the Hendricks remodel" rather than its street address. Ask your contractor customers how they name their jobs and use their name in the site notes so your office and theirs are talking about the same place. Matching their language saves confusion on both sides.

Units Per Site

Each job carries the unit type, quantity and unit numbers. On a multi-site bill, that means the customer can see not just that Maple Street was serviced, but that Maple Street has two Standard units and a Hand Wash Station. When someone in their office asks why one site costs more than another, the answer is right on the bill.

Tax and Sites

Sites in different cities or counties may carry different sales tax rates. Because tax is figured per site, a multi-site statement can show the right tax for each location without anyone doing it by hand. Sales Tax by Site on Porta Potty Invoices covers that in more detail.

Checking It Yourself Before It Goes Out

Before a multi-site statement goes out, scan it by site. Does every active site have its weekly services? Did the site that closed mid-month get its pickup and any extra days? Is there a site with a charge that looks out of place? A two-minute check per big account catches the mistakes that would otherwise turn into a dispute.

When a Customer Splits the Bill

Some multi-site customers need each site billed to a different party. A home builder might pass porta potty costs to each homeowner's closing. A property management company might bill each building's owner separately. In those cases, ask how they want it handled before the first bill goes out. Sometimes the answer is one statement with clear site lines that they divide on their end. Sometimes it is separate client accounts. Either way, the decision belongs at setup, not after the first statement has gone to the wrong person.

Getting it right the first time saves the awkward call where a customer asks you to reissue three months of bills in a different format.

It is also worth asking how often they want a bill. Most multi-site customers prefer one monthly statement, but a few want each site invoiced as the work happens. Ask once and set the account to match.

Bills That Match How Customers Work

Multi-site customers think in sites, so your bill should too. One client, many sites, and the site address on every line. Learn more about setting up multi-site accounts on the porta potty billing software page.